Joint Meeting – April 2013 (held on April 6)
Chaired by: Muhmmad Azim
Attendees are:
Trustees:
Sr. Rubab Huq
Br. Muhammad Azim
Br. Shafiq Islam
Br. Moin Asjad
Representatives:
Br. Abul Hasehm Molla
Br. Javid Khatri
Br. Mahiuddin Ahmed
Standing Committee Members:
Br. Abul Bashar Patwary
Br. Iftekhar Uddin
Br. Mohammed S. Khan
Attendance required for quorum: Nine
Attending number of members: Ten
The following topics were discussed, decisions were taken.
- Minutes of March 2013 Board meeting were approved unanimously. It was decided to keep hard copies of the minutes in a binder which will be passed on to successive chairpersons of the Board to facilitate this record keeping.
- Br. Javid Khatri presented the total amount collected from the month of January through March. Jumma collections were significantly less during this period.
- Expenditures for the month of March was shared in the meeting
- Br. Javid Khatri is the next chairperson of the Board as per the decision taken in the November 2012 Board Meeting. Br. Khatri will assume this responsibility on May 1, 2013.
- Fundraising at other Masjids- Was not discussed due to lack of time.
- Hafez for Ramadan: it is confirmed and approved by the Board that Hafez Ifdhal Khan and Hafez Amjad Khan will lead the Tarawee prayer this Ramadan.
- AMDA academy Graduation ceremony: AMDA Board unanimously approved Academy’s request to hold the graduation ceremony as part of the June Family Event. The program will start at 6:30 PM and dinner will be Pot Luck style. Details will be worked out with AMDA Academy staff.
- Compensation for Qari Rumman Ahmed – AMDA Board agreed to increase Qari Rumman’s monthly payment from $XXXX to $XXXX effective April 1, 2013. The alternate effective date proposed was May 1, 2013. The April date was approved by a 7 to 3 margin of votes. The Board also wants Qari Rumman to improve his attendance (being on time at the Masjid and at Sunday School), give khatira after Maghrib or Isha prayer, and be the Khatib for at least two Friday Juma prayers every month. The board formed a three member committee two inform Qari Rumman of its decision. The committee Members are Br. Javid Khatri, Br. Moin Asjad, and Muhammad Azim.
- Masjid Construction/Funding Status Update – Br. Moin Asjad provided the update. The construction of the last of the four walls started, installation of doors and windows will follow. There are a little over $200K left in the construction fund. Need another $450K to finish the first phase of the construction. The Funding status poster board inside the Masjid will be updated with this information.
- Follow up of pledges from February Fund raising event – Br. Mahiuddin will work with Br. Khatri to identify the pledges and send reminder within this month.
- Imam search – The Imam search committee is still looking to find an Imam suitable for the community. All Board members were asked to explore their contacts to identify a suitable Imam. Some members expressed their concern for the delay in hiring an Imam.
- Construction update: The HVAC work to start in the week of 3/11/13. A Face book account has been created to use for fund raising for the Masjid. Some Board members expressed their concern at the delay of hiring an Imam.
- Classified Page on AMDA website – The Board approved this with addition of the following items:
Catering, Garage Sale, Day Care
For now, this service by AMDA will be free. - Adopt –a-road: Spring cleaning is on April 20. B. Dr. Toofany’s wife is organizing a little get together for the kids before or after the cleaning. Br. Azim will work with Sister Toofany and inform the Board of the program. Br. Iftekhar volunteered to provide coupons for Slurpee for the kids for that day.
- Roles and responsibilities of the Board Members – The meeting discussed ways to engage more members of the Board in the activities of the Board. The following items were discussed based on a Metric shown at the end.
- Attend the Board meetings regularly and on time – Non-attendance and late arrivals causing severe quorum crisis.
AMDA Board agreed to send an email for prolonged absence in Board meetings. AMDA Board authorized Br. Azim to send the email communication to members who are not attending. This will be done to follow the constitutional process of AMDA.- Attend one daily prayer in the Masjid at least twice a week – to improve visibility of all Board members among the regular namazees and a build a rapport with them.
- Be a Khadim at the Masjid during Juma prayer at least 6 times a year – Members were urged to sign up for this so any one person is not overloaded with this responsibility.
- Take execution responsibility at the Family event – Br. Azim complained that there was no body to help set up for the event on Friday April 5, 2013. Br. Khatri informed that he and a few others stayed till 10:45 PM to clean up, there was not enough help. Br. Iftekhar raised a question that while there are 17 (seventeen) Board members, why only 6 (six) of them were present at the last Family event. Br. Azim requested that the Board members should sincerely try to avoid hosting or accepting invitation for Dinner or any other event on the date of the AMDA family event.
- A decision was made to designate a lead for each Family Event to coordinate set-up and clean-up. Br. Mahiuddin Ahmed volunteered to be the lead for the May Family event. Br. Mohammed S. Khan (Rubel), Br. Bashar Patwary, and Br. Azim volunteered to help Br. Mahiuddin.
- The Board decided to continue this discussion on Roles and Responsibilities in the future meetings to get more Board members involved in the day to day activities of the Masjid.
Detail of additional responsibility as mentioned in constitution
BOT
BOR
SC
Attend meeting for the specific group (Trustee, Rep or SC)
R
R
R
Attend joint meeting
R
R
R
Attend prayer in jamah at masjid one prayer at least twice a week
R
R
R
Attend Jummah prayer at least 10 times a year
R
R
R
Be Khadim at the masjid at least 6 Jummah prayers per year
R
R
R
Verbally invite people to the masjid for Jamah and other activity
R
R
R
Take execution responsibility for family event – Speaker arrangement & Food arrangement
R
R
R
Take lead on planning & execution responsibility for organizational activity (Iftar, Fundraising, Eid Salah, Food Drive, Cloth Drive, Adopt-a-road etc.)
S & I
S & A
R
Help in execution of organizational activity (Iftar, Fundraising, Eid Salah, Food Drive, Cloth Drive, Adopt-a-road etc.)
S
R
R
Help (physically) in maintaining cleanliness of the masjid
R
R
R
Generate idea, plan and execute at least one new activity for the organization (can be in collaboration with other organization or AMDA independently)
R & A
R
R
R
Responsibility
A
Approval
S
Support
I
Information
C
Communication
- Walk-ins – Br. Mahiuddin suggested that we should have a discussion on gay issue on a Friday Family night event to educate our kids on this explosive contemporary issue. This item will be discussed in the next Board meeting.
Meeting adjourned at 5:00pm
Published: July 1, 2013
